Rollover: Auto Selection and Automatically Processing Payments

UsingThis Creditarticle Cardsoutlines how to automatically process payments for recurring permits (rollovers) using user credit cards stored on Filefile. Its primary purpose is to Purchasehelp Recurringadministrators Permitsstreamline the permit renewal process by batch-processing payments for the upcoming term. This guide is intended for OPS-COM administrators.

Setup and Configuration

ThereBefore utilizing this feature, ensure the following system and user requirements are twomet:

prerequisites

• Payment Gateway: Your system must utilize a payment gateway that allows you to thischarge client cards directly. This feature will not function workingif correctlyyour system is configured for creditHosted cardPayments purchasesonly.

  on
rollover.

• User Requirements: The user must have a valid credit card registered in the system, and thethat card must be explicitly designated as the Prime Credit Card.

Using this Feature

IfThe youRollover arePayment acceptingProcessing Credit cards that you wish to charge on rollover, you must have a Gateway thattool allows you to chargeselect clientand cardsprocess directly.recurring Thispermit cannotpayments workin for a system that is set for Hosted Payments only.batches.

PerformingProcessing PermitRollover RolloversPayments

1. Hover over Permits, thenand selectclick Process Payments for Rollovers.
   

   

2. The Rollover Payment Processing page will be displayed as seen inReview the imagegenerated below.

   list

   

   To select which payments will be done clickon the checkrollover boxpage.

   with

3. Enable the checkbox for the payment type.types you wish to process.

   • Note: If thean invoice or permit saysdisplays "None Set" thenSet, the user must manually log in and process the payment to getsecure the permit infor the next sales window.

     

4. SelectClick the 'Process Payments for Rollovers' button to initiate the batch transactions.

Visual Cues &and Status Indicators

• Lock Pad IconIcon:: Displayed on the right side of the Process Payments for Rollover screen. This indicates that a previous payment attempt was initiated but did not reach a finalized "Paid" or "Cancelled" state,state. This is most often due to a Declined - Retry later response from the payment processor.

Resolving a Locked Permit

If a permit is locked and(displaying the lock pad icon), it cannot be processed through the standard rollover screen,screen. followFollow these steps to clear the lock and complete the transaction:

1. Navigate to the Useruser Profileprofile of the individual associated with the locked permit.

2. Access the user's Cart or Pending Items.

3. Select the permit item that is currently locked in the rollover report.

4. Proceed to Checkoutcheckout and manually process the payment using the user's preferred method (e.g., Credit Card, Cash, or Account Credit).

5. Verify the transaction is successful. Once the item is marked as paid in the user's account,account, it will automatically be removed from the locked status in the Process Payments for Rolloverrollover screen.

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Best Practices &and Considerations

Do not attempt to re-process a locked permit through the rollover screen. A locked permit indicates an incomplete transaction. Do not attempt to re-process the payment through the rollover screen until theThe lock hasmust beenbe cleared via manual intervention through the user's account,cart asto thisavoid mayprocessing result in errors.errors.

• Monthly Monitoring: Monitor rollover reports monthly to identify any lock pad icons, ensuring that all recurring permit payments have beenbeen successfully captured.captured and no users slip through the cracks.

• Investigate Declines: Investigate "Declined" messages immediately by contacting the user to verify their credit card information or by suggesting they contact their bank.bank to authorize the transaction.

• Redirect payment to the User Profile when a lock occurs; manual intervention through the user's cart is the primary method for clearing a processing lock.

• Allow for processingProcessing timeTime: ifIf a generic error occurs,occurs asduring processing, allow some time before trying again. Certain records may takerequire a short period to clear the payment gateway's communication buffer before they can be successfully re-attempted.

• ConfirmVerify Transactions: Always confirm a successful payment inwithin the user's transaction history before attempting any further administrative actions on the permit to ensuremaintain data integrity.